Work location: Nairobi, Kenya
Start Date: February 2023
Application deadline: 2 January 2023
Médecins Sans Frontières/Doctors Without Borders (MSF) is an international medical humanitarian organisation that provides assistance to people affected by war, conflict, natural disasters, outbreaks and epidemics or healthcare exclusion. The organisation now works in more than 70 countries around the world, with significant projects across East African countries including in Burundi, Ethiopia, Kenya, Somalia, South Sudan, Sudan, Tanzania and Uganda.
MSF Eastern Africa (MSF EA) is the regional institutional office of MSF. The office focuses on representation and networking, recruiting and supporting staff from the region, communications and fundraising, as well as on other dossiers of importance to MSF such as Diversity, Equality and Inclusion (DEI), mutualization, training, medical operational support and environmental health.
MSF EA has identified key transversal areas of focus in its two-year strategic plan for 2022-2023. This will enable the Section to grow and provide strategic support to the operations while building its capacity for future operational ambitions.
MSF Eastern Africa is recruiting a Procurement Assistant to support its purchase, procurement and supply activities.
Main objectives and Responsibilities of the role
This position reports to the IT and Facilities Manager.
The main objective of the position is to provide support for the procurement processes and tasks to MSF EA Staff at the Eastern Africa Section Office including, purchasing, sourcing, clerical and technical work involved in the procurement of equipment, materials, services, and supplies at MSF EA office while responding to related inquiries and maintaining vendor/source information and inventories.
Work involves overseeing the procurement process end to end, from the initiation of purchase requests and keeping track of the stages through which, each purchase is routed until receipt and payment. Work is usually performed under general supervision and requires the use of independent judgment and initiative while continuing to work within defined MSF EA procurement policies and procedures.
Procurement assistant responsibilities include researching new vendors, tracking, deliveries and updating order records (e.g., purchase orders) in Odoo ERP system.
Responsibilities & Activities
Ensure effective and efficient service delivery to both Finance & Procurement.
Diligent execution of procurement tasks and processes.
Implement procurement policies and procedures and assist in maintaining supply chain/process
Provide support under direct supervision using standardized routines;
Primary Responsibilities
PROCUREMENT AND COMPLIANCE
Receive and review procurement requests and initiate procurement procedures, supplies and services in a transparent and cost-effective manner.
Prepare comparative bid analyses and other procurement related documentation as per procedure.
Informs and advice other staff and vendors regarding procedural requirements for the purpose of facilitating the procurement process with established practices.
Develop, update, and maintain an active process for measuring supply inventory and determining procurement needs based on quarterly and annual numbers.
Compare service and product deliveries with issued purchase orders or service contracts and contact vendors when there are discrepancies. He/she will inspect products received for quality and quantity to ensure adherence to specifications and feedback on service delivery on service contracts with contracted vendors.
Follow up with orders for expediting.
Evaluate the impact of supply shortages and/or delays to MSF EA staff orders and communicate with the affected staff to mitigate problems due to delays.
Establish approvals and budgets for procurement requests
Maintain appropriate records such as vendor quotations, purchasing requisitions, purchase orders and reports to ensure that procurement process decision, and contractual agreements are accurately documented for accountability and audit purposes.
Preparation and sharing of procurement reports for the management team.
Assist in procurement process for requests for trainings and bookings.
Monitor stock levels and identify purchasing needs.
VENDOR AND SUPPLIER RELATIONSHIP
Develop and maintain a solid knowledge and working relationship with vendors.
Maintain regular contact with contracted suppliers to monitor adherence to delivery period according to the terms of procurement agreement.
Create and maintain relationships with vendors/suppliers and review them time to time.
Create and update approved vendors register and database following the established evaluation process in consultation with MSF procurement referents
Review purchasing and service agreements and orders with vendors and maintain open lines of communication with those vendors to keep relevant supply data up to date.
SUPPLY CHAIN PROCEDURES
Propose improvements to the MSF procurement and Logistics
Create an annual plan for and conduct an annual market survey for common services and goods
Provide information to conduct market research to identify pricing trends.
Research on potential vendors for goods and services
Support procurement work improvement activities and performance improvement strategies
Assist to develop, maintain and update an active process for measuring supply inventory and determining purchasing needs based on quarterly and annual numbers.
CONTRACTING
Maintain and update Vendor contracts register
Assisting in drafting/writing of supplier contract whenever required.
FACILITY AND INVENTORY
Non-IT- Facility related assets and items inventory management – Chairs, Tables, Fittings, Motor Vehicles and filing copies of relevant related documents.
Sourcing for technicians for repair and maintenance for the MSF EA facilities
Support to check that inventory levels for essential commodities required for effective MSF EA operations are maintained.
Oversee Facilities maintenance and repair on site supervision when requested
OTHER
Any other task assigned from time to time
Assists auditors for the purpose of providing requested supporting documentation required for audit.
Collects reference data from a variety of sources for the purpose of reviewing compliance with MSF movement wide policies and procedures.
USE THE LINK BELOW TO SUBMIT YOUR APPLICATION :
https://msf.or.ke/en/ads/procurement-assistant
